--- schema_version: "1" id: 9ffd3df1879c023f9d0ff985e305e5fa7174b93218045092af85461f39d4ffb4 title: Get Started with the Archive App collection: admin version: current locale: en-us portal_url: https://docs.salesforce.com/admin/current/en-us/xcloud/264-0-0/archive_get_started_with_archive.md canonical_url: https://help.salesforce.com/s/articleView?id=xcloud.archive_get_started_with_archive.htm&release=264.0.0&type=5 source_site: help.salesforce.com content_type: documentation content_hash: 432a0cfcabef688e4f90c82f94476d7c839d1d5687fe322b51f94517213e31b8 description: The Archive app helps you manage storage costs and improve performance. Archive moves historical data out of your org. products: - Salesforce Platform - Cross Cloud release: "264" --- # Get Started with the Archive App The Archive app helps you manage storage costs and improve performance. Archive moves historical data out of your org. For a safe rollout, use this workflow. 1. Validate in a sandbox. 2. Configure in production. 3. Deploy Archive policies. - **[Maximize Org Performance with the Archive App](https://help.salesforce.com/s/articleView?id=xcloud.archive_get_started_with_archive.htm&release=264.0.0&type=5)** As your data grows, so does the complexity of managing it. The Archive app is a powerful tool designed to help Salesforce admins proactively manage storage limits while keeping historical information secure and accessible. By moving inactive records and attachments into a specialized archive type, you restore system speed and make sure that your org remains a high-performance environment. - **[Calculate Archive App Storage Requirements](https://help.salesforce.com/s/articleView?id=xcloud.archive_get_started_with_archive.htm&release=264.0.0&type=5)** Archive inactive records and file attachments to maintain compliance and reduce storage costs. Keeping your storage usage at or under 80% ensures peak system performance and prevents indexing delays in the Archive app. - **[Archive App Storage Calculation Worksheet](https://help.salesforce.com/s/articleView?id=xcloud.archive_get_started_with_archive.htm&release=264.0.0&type=5)** Calculate the amount of storage that you require to archive data and files in the Archive app. - **[Archive App Storage Strategy Scenarios](https://help.salesforce.com/s/articleView?id=xcloud.archive_get_started_with_archive.htm&release=264.0.0&type=5)** Determine Archive storage that you need based on your current org health. - **[Archive App Storage Q&A](https://help.salesforce.com/s/articleView?id=xcloud.archive_get_started_with_archive.htm&release=264.0.0&type=5)** Common questions for calculating and monitoring storage usage in the Archive app. ## Sandbox Alignment After your production org is provisioned with Archive, align your sandbox to mirror its license state so that you can test Archive before you configure production. 1. Go to your sandbox org. 2. Use the Match Production Licenses feature. 3. If licenses or features are missing in your sandbox, follow the steps in [How to Match Production and Sandbox Licenses Without a Sandbox Refresh](https://www.youtube.com/watch?v=f8Xgbysfcto). This Salesforce Support video shows how to make the sandbox recognize the active Archive subscription. See [Licenses or Features Are Missing in Sandbox](https://help.salesforce.com/s/articleView?id=000386961&type=1&language=en_US). ![Important](https://sf-zdocs-cdn-prod.zoominsoftware.com/tdta-xcloud-setup-264-0-0-production-enus/6f21df35-9ea0-4f53-ac94-45c3b5dfd5bc/images/icon_important.png) Important If you're not sure which archive region you're on, don't start archiving. Starting in the wrong region can complicate a later migration. If you expect a Hyperforce archive region but Archive still asks you for an authenticated user, open a case for review. ## Onboarding Onboard to Archive in your sandbox first. After you validate your setup, repeat these steps in production. Assign the Archive Admin permission set to yourself and any other admins who manage the app. See [Archive Admin Permission Set](https://help.salesforce.com/s/articleView?id=xcloud.archive_admin_permissions.htm&release=264.0.0&type=5 "To secure sensitive archived data and manage storage efficiently, configure granular access levels for admins and end users. A role-based approach restricts unarchive or purge capabilities to authorized users or teams based on their specific operational requirements."). 1. In your sandbox, open the Archive app. The first time you open it, the Get Started page appears. 2. Select Get Started. Where you go next depends on the geographic region where your archived data is stored: - Non-Hyperforce region: Archive redirects you to the authentication page. Complete the authentication process to link the service. - Hyperforce region: Archive redirects you to the Archive homepage, where you can start working. Archive doesn't prompt you to authenticate. ![Note](https://sf-zdocs-cdn-prod.zoominsoftware.com/tdta-xcloud-setup-264-0-0-production-enus/6f21df35-9ea0-4f53-ac94-45c3b5dfd5bc/images/icon_note.png) Note If you're not sure which region you're on, watch for the prompt. When Archive prompts you for an authenticated user, you're on a non-Hyperforce region. When it takes you straight to the homepage, your Archive is on Hyperforce. See [Hyperforce Infrastructure in the Archive App](https://help.salesforce.com/s/articleView?id=xcloud.archive_hyperforce_infrastructure.htm&release=264.0.0&type=5 "Your Archive region—not your Salesforce org's Hyperforce status—determines whether Archive uses an authenticated user or the Platform Integration User (PIU), and which setup, security, and import and export options you see."). ## Define Your Archiving Strategy Before you create policies, identify which data is no longer needed for daily operations. 1. On the Archive homepage, go to the Storage Analyzer. Use the analyzer to identify which objects, such as EmailMessage or Task, consume the most space. See [Archive Storage Analyzer](https://help.salesforce.com/s/articleView?id=xcloud.archive_storage_analyzer.htm&release=264.0.0&type=5 "Analyze data and file storage consumption in your org to identify archiving opportunities and create policies directly from the analysis workflow."). 2. Work with stakeholders to understand archiving goals and retention periods that define how long records remain in your org versus in your archive. See [Get Started with Archive Policies](https://help.salesforce.com/s/articleView?id=xcloud.archive_get_started_with_archive_policies.htm&release=264.0.0&type=5 "Use the Archive app to create automated, scheduled policies that manage your data's lifecycle."). 3. Decide which data to purge rather than archive. See [Retention vs Purge Policies in the Archive App](https://help.salesforce.com/s/articleView?id=xcloud.archive_retention_vs_purge_policies_in_archive.htm&release=264.0.0&type=5 "Retention sets how long Archive keeps records. A purge policy deletes records before that period ends, such as for Right to Be Forgotten requests."). 4. Customize Archive to your specific needs. See [Configure Archive Settings](https://help.salesforce.com/s/articleView?id=xcloud.archive_configure_archive_settings.htm&release=264.0.0&type=5 "Configure settings to archive, unarchive, purge, search, display, and export records in the Archive app."). ## Create and Test Policies in a Sandbox Build your policies in the sandbox to make sure that they align with your business rules. 1. Create Archive policies with Related Object Selection. For example, archive ContentDocuments and EmailMessages with Related Tasks. See [Create Archive Policies](https://help.salesforce.com/s/articleView?id=xcloud.archive_create_policies.htm&release=264.0.0&type=5 "To select specific records for archiving, define filters, schedule a process, and set data retention periods, create a policy in the Archive app."). 2. If Archive prompts you for an authenticated user on non-Hyperforce regions, confirm that the authenticated user has access to all necessary fields before you run the policy. See [Run an Archive Field-Level Security (FLS) Report](https://help.salesforce.com/s/articleView?id=xcloud.archive_run_an_archive_fls_report.htm&release=264.0.0&type=5 "To identify which fields to include or exclude during the archive process, run a Field-Level Security (FLS) Report in the Archive app."). On Hyperforce regions, skip this step. 3. After you test archiving records, verify that you can unarchive a test record. See [Unarchive from Archive Search or the Archive Component](https://help.salesforce.com/s/articleView?id=xcloud.archive_unarchive_from_archive_search_or_widget.htm&release=264.0.0&type=5 "Restore archived records with Archive Search or the Archive component in the Archive app."). 4. Review guidelines on when to use specific policy types. See [Retention vs Purge Policies in the Archive App](https://help.salesforce.com/s/articleView?id=xcloud.archive_retention_vs_purge_policies_in_archive.htm&release=264.0.0&type=5 "Retention sets how long Archive keeps records. A purge policy deletes records before that period ends, such as for Right to Be Forgotten requests."). ![Note](https://sf-zdocs-cdn-prod.zoominsoftware.com/tdta-xcloud-setup-264-0-0-production-enus/6f21df35-9ea0-4f53-ac94-45c3b5dfd5bc/images/icon_note.png) Note Finalize validation in your sandbox before you deploy policies to production. ![Tip](https://sf-zdocs-cdn-prod.zoominsoftware.com/tdta-xcloud-setup-264-0-0-production-enus/6f21df35-9ea0-4f53-ac94-45c3b5dfd5bc/images/icon_tip.png) Tip To verify that your policies are effective and accurate, run test policies with progressively larger data batches (10, 100, 1,000, and 10,000 records). ## Configure the User Experience Set up the Archive component, search, and access controls so that your users can work with archived data. See [Authenticated User Permission Requirements for Archive](https://help.salesforce.com/s/articleView?id=xcloud.archive_authenticated_user_permission_requirements.htm&release=264.0.0&type=5 "Archive connects to your Salesforce org through the API via an Authenticated User. This user account serves as the integration point for all Archive operations."). 1. Determine which users need permission to view records, set up policies, and unarchive records. 2. Configure the Archive component to show archived data within Salesforce records. See [Set Up the Archive Component in the Archive App](https://help.salesforce.com/s/articleView?id=xcloud.archive_set_up_archive_widget.htm&release=264.0.0&type=5 "Show archived data as related lists within Salesforce. Even though the data has been archived and is no longer stored directly in Salesforce, end users can still access and view the data in the familiar Salesforce interface."). To learn more about the Archive component, see [Archive Component Restriction Rules](https://help.salesforce.com/s/articleView?id=xcloud.archive_widget_restriction_rules.htm&release=264.0.0&type=5 "Control end-user visibility in Salesforce of specific archived records according to object sharing tables in the Archive app. Applicable to Archive Single Objects and Archive Multiple Objects components."), [Add the Archive Component to Lightning Pages](https://help.salesforce.com/s/articleView?id=xcloud.archive_add_archive_widget_to_lightning_pages.htm&release=264.0.0&type=5 "Add an Archive component to Lightning Experience record pages with one of these recommended procedures."), and [Grant Access to the Archive Component in Experience Cloud](https://help.salesforce.com/s/articleView?id=xcloud.archive_grant_widget_access_in_experience_cloud.htm&release=264.0.0&type=5 "To access the Archive component in Experience Cloud, assign users the appropriate permission set."). 3. Set up Archive Search for user and admin functions. See [Archive Search](https://help.salesforce.com/s/articleView?id=xcloud.archive_search.htm&release=264.0.0&type=5 "Search for and view the records you've archived. Archive Search respects only object-level permissions, not sharing rules or role hierarchy, so users with access can view all records for accessible objects. Limit access to admins."). ![Note](https://sf-zdocs-cdn-prod.zoominsoftware.com/tdta-xcloud-setup-264-0-0-production-enus/6f21df35-9ea0-4f53-ac94-45c3b5dfd5bc/images/icon_note.png) Note Archive automatically indexes most fields so that your records are easy to search. Automatic indexing covers up to 1,000 fields per org and then stops. If a field that matters for your searches isn't indexed, manually index it in Index Fields Setup. See [Manage Index Fields in the Archive App](https://help.salesforce.com/s/articleView?id=xcloud.archive_manage_index_fields.htm&release=264.0.0&type=5 "Efficient management of index fields in the Archive app is essential for optimizing search and query performance. Archive automatically indexes certain fields based on internal algorithms. However, some fields can't be indexed at all, and you configure others manually. The Index Fields Setup feature shows admins which fields are indexable so that they can manually select fields to improve search performance."). 4. Configure GDPR-compliant Right to Be Forgotten features. See [Archive Apex—Right to Be Forgotten (RTBF)](https://help.salesforce.com/s/articleView?id=xcloud.archive_apex_rtbf.htm&release=264.0.0&type=5 "Data privacy regulations grant individuals the Right to Be Forgotten (RTBF), requiring organizations to securely erase personal data upon request. Archive Apex enables compliance by identifying and deleting specific data from the Archive app, ensuring thorough removal while preserving the integrity of other archived data."). 5. Review options for exporting archived data to AWS S3 for analytics. To import from external sources, prepare your data and offload it into Archive. See [Export to AWS S3 Bucket](https://help.salesforce.com/s/articleView?id=xcloud.archive_export_to_aws_s3_bucket.htm&release=264.0.0&type=5 "Export data from the Archive app to an AWS S3 bucket.") and [Prepare Your Data and AWS S3 Environment for Archive Import](https://help.salesforce.com/s/articleView?id=xcloud.archive_import_prepare_data_aws_s3_environment.htm&release=264.0.0&type=5 "Successfully import offloaded Salesforce data into the Archive app."). ![Important](https://sf-zdocs-cdn-prod.zoominsoftware.com/tdta-xcloud-setup-264-0-0-production-enus/6f21df35-9ea0-4f53-ac94-45c3b5dfd5bc/images/icon_important.png) Important Exporting to AWS S3 isn't available on Hyperforce archive regions. See [Hyperforce Infrastructure in the Archive App](https://help.salesforce.com/s/articleView?id=xcloud.archive_hyperforce_infrastructure.htm&release=264.0.0&type=5 "Your Archive region—not your Salesforce org's Hyperforce status—determines whether Archive uses an authenticated user or the Platform Integration User (PIU), and which setup, security, and import and export options you see."). ## Deploy to Production After you validate in your sandbox, repeat your configuration in production. - Repeat your configuration steps in your production org, including onboarding. On a non-Hyperforce region, complete the authentication process in production too. See [Onboarding](https://help.salesforce.com/s/articleView?id=xcloud.archive_get_started_with_archive.htm&release=264.0.0&type=5 "Onboard to Archive in your sandbox first. After you validate your setup, repeat these steps in production."). - Confirm that the authenticated user and any other admins who perform Archive Admin activities have the Archive Admin permission set. Assign the relevant permission sets to your end users. See [Authenticated User Permission Requirements for Archive](https://help.salesforce.com/s/articleView?id=xcloud.archive_authenticated_user_permission_requirements.htm&release=264.0.0&type=5 "Archive connects to your Salesforce org through the API via an Authenticated User. This user account serves as the integration point for all Archive operations."). ## Troubleshoot and Monitor Resolve common archiving errors and review operation logs to keep your policies running smoothly. See [Common Errors and Warnings in the Archive App](https://help.salesforce.com/s/articleView?id=xcloud.archive_common_errors_and_warnings.htm&release=264.0.0&type=5 "Errors and warnings that occur when using the Archive app, and how to solve them."). Learn how to abort a policy mid-operation or restore records from completed Archive operations. See [Archive Activities Tab](https://help.salesforce.com/s/articleView?id=xcloud.archive_activities_tab.htm&release=264.0.0&type=5 "The Activities tab opens the Activities Table in the default list view of logs in the Archive app. You can create your own custom list views to filter and sort this information."). ## Storage and Licensing Your subscription includes separate licenses for file and data storage. To monitor your consumption, manage available space, and stay within your limits, use the Archive Dashboard on the homepage. See [Archive Dashboard (Home Tab)](https://help.salesforce.com/s/articleView?id=xcloud.archive_dashboard_home_tab.htm&release=264.0.0&type=5 "The Archive app dashboard under Home provides a comprehensive overview of your data, file storage, and other essential metrics."). #### See Also - [Authenticated User Permission Requirements for Archive](https://help.salesforce.com/s/articleView?id=xcloud.archive_authenticated_user_permission_requirements.htm&release=264.0.0&type=5 "Archive connects to your Salesforce org through the API via an Authenticated User. This user account serves as the integration point for all Archive operations.") ## Maximize Org Performance with the Archive App As your data grows, so does the complexity of managing it. The Archive app is a powerful tool designed to help Salesforce admins proactively manage storage limits while keeping historical information secure and accessible. By moving inactive records and attachments into a specialized archive type, you restore system speed and make sure that your org remains a high-performance environment. ![Note](https://sf-zdocs-cdn-prod.zoominsoftware.com/tdta-xcloud-setup-264-0-0-production-enus/6f21df35-9ea0-4f53-ac94-45c3b5dfd5bc/images/icon_note.png) Note We recommend keeping storage usage at or under 80%. Orgs that use more than 80% of their storage can experience: - Slower reporting, dashboard refreshes, global searches and indexing delays - Higher expenditures for extra live data and file increments - Full system errors, such as blocked record creation when you reach 100% usage ### Strategic Data Management To prevent slow or interrupted performance, your options are to delete data manually or archive it. Deletion removes information permanently. Archiving with the Archive app preserves data access and offers the automation, security, and visibility needed to maintain a lean org without losing historical context. ### Automated Lifecycle Management Build automated policies that reduce the length of time admins spend on data management tasks. - Custom Retention Rules: Define when records are archived based on custom criteria, such as Closed-Lost Opportunities older than 2 years. - Scheduled Execution: Set policies to run nightly, weekly, or monthly. - Relationship Preservation: The app automatically identifies and archives related child records, such as Tasks and Notes, along with the root record. ### Continuous Data Access Archived data remains accessible without cluttering your live org. In this way, admins can retrieve archived data when and where they need it. - Archive Component: Add an Archive component to standard page layouts so users can view archived related lists directly on a live record. - Unarchive Options: If business needs change, an authorized user can restore a record and all its original relationships back to the live org with a single click. ### Increased Visibility and Compliance While data storage totals are important, detailed data usage information shows where users spend most of their time. Details about your most and least used data helps you select which data to keep in active production, archive, or delete. - Storage Analyzer: Visualize object growth and predict when you reach storage thresholds. - Enhanced Security: Archived data is encrypted and read-only to help meet GDPR, HIPAA, or CCPA requirements. - Immutable Audit Trails: Protect against accidental modification of historical data while reducing your active data footprint. ## Calculate Archive App Storage Requirements Archive inactive records and file attachments to maintain compliance and reduce storage costs. Keeping your storage usage at or under 80% ensures peak system performance and prevents indexing delays in the Archive app. | User Permissions Needed |   | | --- | --- | | To view storage usage: | Manage Users | When an org exceeds 80% of its storage limit, system performance can degrade. Archiving records before reaching 100% capacity prevents "System Full" errors and ensures faster reporting and indexing. Archive storage consists of these distinct types. - Data Storage: Stores the text and field values of a record. - File Storage: Stores associated attachments and images. Calculating both types separately makes sure that the Related Files list remains accessible for archived records. Before you purchase or provision units, calculate your current usage and required buffer. ### View Your Current Storage Usage 1. From Setup, enter Storage Usage in the Quick Find box, then select Storage Usage. 2. Review the Data Storage and File Storage tables to see your current percent of use. ![Tip](https://sf-zdocs-cdn-prod.zoominsoftware.com/tdta-xcloud-setup-264-0-0-production-enus/6f21df35-9ea0-4f53-ac94-45c3b5dfd5bc/images/icon_tip.png) Tip Review the Top Objects list to identify which records, such as Tasks or Emails, consume the most space. ![Archive Storage Usage](https://sf-zdocs-cdn-prod.zoominsoftware.com/tdta-xcloud-setup-264-0-0-production-enus/6f21df35-9ea0-4f53-ac94-45c3b5dfd5bc/setup/images/archive_storage_usage.png) ### Convert Megabytes to Gigabytes 1. Archive storage is provisioned in whole gigabytes (GB). To align your usage with pricing, divide your current megabyte (MB) usage by 1,000. 2. Round up to the nearest whole number. You can't purchase Archive storage in fractions. ![Tip](https://sf-zdocs-cdn-prod.zoominsoftware.com/tdta-xcloud-setup-264-0-0-production-enus/6f21df35-9ea0-4f53-ac94-45c3b5dfd5bc/images/icon_tip.png) Tip While some systems use 1,024 MB as a conversion, we use the standard 1,000 MB for Archive provisioning to ensure simplicity and alignment with standard billing units. For example, 25,600 MB ÷ 1,000 = 25.6 GB. You purchase 26 GB. ### Determine Your Minimum Purchase Calculate your needs for Data Storage first, then repeat the steps for File Storage. Your total need is based on these factors. - Limit Usage: The amount currently exceeding your limit. - Performance Buffer: 20% of your total allowance if your usage is higher than 80%. ![Note](https://sf-zdocs-cdn-prod.zoominsoftware.com/tdta-xcloud-setup-264-0-0-production-enus/6f21df35-9ea0-4f53-ac94-45c3b5dfd5bc/images/icon_note.png) Note Purchase a minimum of 1 GB of Archive data storage and 1 GB of Archive file storage. ## Archive App Storage Calculation Worksheet Calculate the amount of storage that you require to archive data and files in the Archive app. | Component | How to Calculate | Total | | --- | --- | --- | | Current Usage Over Limit | (Current Usage) - (Plan Limit) | \_\_\_\_\_\_ GB | | Performance Buffer | (Plan Limit) × 0.20 | \+ \_\_\_\_\_\_ GB | | Minimum Purchase | Sum of Over Limit + Buffer | \= \_\_\_\_\_\_ GB | ## Archive App Storage Strategy Scenarios Determine Archive storage that you need based on your current org health. ### Scenario 1: Clear an Overage (Usage > 100%) If your org exceeds its limit, clear the overage and create a buffer to prevent hitting the limit again. Current State: 115% usage (11.5 GB used of a 10 GB limit). The Goal: Clear the 1.5 GB overage and add a 2 GB buffer (20% of your limit). Total Archive Needed: 4 GB (rounded up). Result: Your live org storage usage drops to 80%, restoring optimal performance. ### Scenario 2: Proactive Maintenance (Usage at 80%) At 80% usage, org performance begins to decrease. Archiving now prevents System Full errors before they occur. Current State: 80% usage (8 GB used of a 10 GB limit). The Goal: Move a 20% buffer (2 GB) into Archive storage. Total Archive Needed: 2 GB. Result: Your live org storage usage drops to 60%, ensuring faster reporting and indexing. ## Archive App Storage Q&A Common questions for calculating and monitoring storage usage in the Archive app. Q: Why do I need to pay for both Data Storage and File Storage? A: These two types handle different types of information. Data Storage keeps the actual text and field values of your records. File Storage saves your images and attachments. Keeping these objects separate makes sure that your archived records still show their related files. Q: Can I edit or report on archived records? A: No. Archived records are read only and can't be edited or included in standard Salesforce reports. To modify or report on these records, first unarchive them to restore them to the live environment. Q: Why include a 20% buffer? A: Archive storage is most effective when it handles more than just the overflow. By archiving your overage plus a 20% buffer, you remove inactive records and files, which keeps your live org fast and responsive. Q: Why is storage usage over 80% a concern? A: Orgs with storage usage higher than 80% experience degraded performance. Acting at this stage prevents system slowdowns. Q: Can I buy half a gigabyte? A: No. Archive storage is provisioned in whole units (integers). If your calculation results in a decimal, always round up to the next whole number to ensure full coverage. Q: How do I track Archive storage? A: You can monitor your usage through these methods. - After you purchase Archive, the Storage Analyzer is provisioned in your org. This dashboard provides a visual representation of your storage trends and helps you identify which objects are growing most quickly. - You can track general storage metrics via the automated Salesforce Monthly Account Summary that reports the past month's usage sent to your Salesforce billing contact's email. Q: What happens if I exceed my Archive storage limit? A: If your archiving needs exceed your initial purchase, you can add more capacity to your subscription at any time. To make sure that you have uninterrupted service and stay within your limits, contact your Account Executive to provision more storage units.